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etouches Presents "Managing Your Conference Effectively & Efficiently"
1. Managing Your Conference
Efficiently and Effectively
GlobalStar Travel Management LLC
Annual Conference
Miami, FL
Presented By
Jim Alkon
VP, Corporate Travel & Meetings Practice
May 17, 2011
4. Fact: Your clients are planning meetings
Board meetings
Corporate meetings
User groups Product launches
Trade shows Client receptions
Incentive trips Fundraisers
5. Fact: The corporate meetings
market is enormous
• Corporations spend
$54.3 billion on meetings
• 45% outsource some of them
• 18% outsource at least half of them
• 10% outsource most or all of them
Corporations are using third parties to manage
about $5-8 billion in meetings business
Source: PhoCusWright study
6. The future looks bright:
meeting spending likely to go up
5k+ employees 64%
500-4,999 51%
Increase Spending
No Change
100-499 43% Decrease Spending
Less than 100 34%
Source: PhoCusWright
0 20 40 60 80 100 120
7. Who manages meetings?
Administrative assistant
Corporate Travel manager
meeting and
event planner
Procure- THIRD
Marketing
exec
ment PARTIES
official
8. The larger the company,
greater chance to use a third party
80
70%
70
60 58%
50
40 37%
34% Use Intermediaries
30 Direct with Suppliers
20
10
Source: PhoCusWright
0
less than 100 100-499 500-4,999 5k+
employees
9. Why some companies prefer to outsource
• More services becoming available from more
sophisticated TMCs
• Economic factors
• Trust in web-based tools like never before
• TMCs with greater purchasing efficiencies
• TMCs have established confidence already
handling corporate travel relationship
10. Another factor in the mix:
merging responsibilities…..
More travel managers are picking up
responsibility for managing the meetings
function within their organizations
11. …which brings in new challenges
for these travel managers
• Time commitment
• Meeting planners seeking
“ownership” for their events
• Internal politics --
lack of cooperation
between departments – tension with marketing
• Capturing and coordinating info
• Issues with mandating policy
• Lack of a champion within top management
• Who needs the headaches?
12. When it comes to process and efficiency,
meetings departments are asking…
• Is our team ‘maxed out’ with too many tasks and not enough
time to do them?
• Do we have the proper tools to manage
the team, manage our inventory and track budgets?
• Are we using multiple technology solutions
and finding it hard to collect meaningful data?
• Are we optimizing your marketing efforts and driving
registrations at the highest rate?
• Are we creating the best attendee experience?
13. What you need to get the job done
• A robust registration site that tracks activity in real time
• A focused marketing campaign that cuts conversion costs
• One, flexible, integrated event management platform that
captures all data and allows for easy analysis and action
• A solution that engages attendees and extends their ROI
• Peace of mind
14. A golden opportunity for agencies
• Establish new niche in marketplace
• Create new revenue streams
• Improve relationship with existing contacts at
client companies
• Expand contacts at client companies
• Establish new service areas
• Set infrastructure for attracting new accounts
• Can you be creative?
15. Intelligent event management
as a value-add to your clients
What you should know.
What you can do.
How you can capitalize.
16. A basic template for events:
Is this how your clients operate?
Event Event Attendee
Creation Marketing Experience
Project Management / Data Analysis
17. What agencies need to know
to help their clients with meetings
Project Event Creation Attendee
Management • Event Website Experience
• Budget • Registration • Connection Tools
• Timelines • Marketing • Marketing
• Task Assignment • Seating • Social Media
• Venue Selection • Booth Mgmt. • Mobile Apps
• Inventory Mgmt. • Survey
18. can help you help your clients
• 13 integrated modules manage every key step along the
event planning lifecycle
• Created by meeting planners for meeting planners
• Dedicated to ease of use, productivity and ROI for event
staff and maximizing experience/relevance for registrants
• Track record of success ranging from top brands to small
and mid-sized organizations
• Cited for event technology innovation
• Constant development stream to meet changing needs of
the marketplace
• Exceptional touch!
19. A solution that is effective and efficient
• All-inclusive: 13 modules keep all activity under one source
• Integrated: Seamless information flow across online travel
booking, webinar registration, marketing automation, CRM
and financial software
• Efficient: Better processes cut set-up time and free up staff
• Fluid: Easy path for delegates, optimizes attendee count
• Comprehensive: Pinpoint reporting provides leverage in
vendor negotiations and better planning for future events
• Global in a flash: Simply converts into one of 27 languages
• SaaS: No renewals, licenses, updates to bog you down
• Priced right: No startup fees, free training, great value
20. Event
Registration Marketing
Website
Seating, Booth Attendee
Management Value
Time, Cost
Survey
Savings
Spend
ROI
Analysis Meetings
Efficiencies
Agencies as Project
Budgeting
Experts Management
22. Questions to consider
• Am I serious about growing the meetings biz?
• Can I help educate my clients about meetings?
• Can I expand my services for meetings?
• Can I create a full-fledged MICE department?
• Will I refer a reliable, top-notch web-based event
services company to my clients as a value-add?
• Will I be the hands-on, go-to source to perform
meetings services for my clients knowing I have a
reliable, efficient event mgmt. tool working for me?
23. Learn more about etouches
* Web Demo
* Free Trial
* Chat with us
www.etouches.com
Jim Alkon
203-403-9008
jalkon @ etouches.com
Thank You
27. eReg eConnect eScan
Attendee Value
eRFP
• Seamless
eHome registration experience
• Connect with other attendees pre and post
• Constant marketing communication
eBooth eWiki
• Manage exhibit, session time
• Personalize agenda
eMarketing
• Mobile app
eBudget
• Matchmaking
eSurvey eMobile
eScheduler eSeating eProject
28. eReg eConnect eScan
Travel, Hotel Booking
eHome eRFP
• Online corporate air travel
booking integration
eBooth eWiki
• Tracks compliance
• Hotel booking capability
• Capture details, arrival info
eBudget eMarketing
eSurvey eMobile
eScheduler eSeating eProject
29. eReg eConnect eScan
Time, Cost Savings
eHome eRFP
•Streamline procedures
•Vendor negotiating leverage eWiki
eBooth
•Automated processes
•Less manual logistics management
eBudget•Raise efficiency and free up staff eMarketing
to focus on other responsibilities
• Do it once, then clone it
eSurvey eMobile
• Create library of resources
• Go global by hitting one key
eScheduler eSeating eProject
30. eReg eConnect eScan
Return on Investment: was
the event worth it to the sponsor?
eHome eRFP
• Attendee benefits
eBooth • Attendee surveys eWiki
• Post-event attendee actions
• Feedback mechanisms eMarketing
eBudget
• Set evaluation metrics
• Measure by volume (# participants)
eSurvey • Measure by revenue (how much $ taken in)
eMobile
• Measure by goals and objectives (what did
you accomplish – will you repeat)
eScheduler eSeating eProject
33. eReg eConnect eScan
Agencies as Experts
eHome eRFP
• Tool to manage all key event functions for clients
• You are in control from start to finish
eBooth eWiki
• Seamless for your customers
• Existing expertise in travel, destinations, venues
• Expand existing corporate relationships eMarketing
eBudget
• Forge new corporate relationships
• Manage internal events
eSurvey eMobile
eScheduler eSeating eProject
34. eReg eConnect eScan
Budgeting
eRFP
• Gain
eHome control, insight into expenses and revenue
• Create budget for approval
• Track flow-through real-time performance eWiki
eBooth
• Links to eReg
• Track per-vendor spend
eMarketing
• Generate
eBudget
variance reports
eSurvey eMobile
eScheduler eSeating eProject